Download abstract system user manual - 2015 USCA Abstract Submission

ABSTRACT SYSTEM USER MANUAL
Table of Contents
Call for Abstracts ............................................................................................................................ 2
About the Abstract Mentor Program ............................................................................................. 2
General Rules ................................................................................................................................. 2
Steps for Requesting Abstract Preparation Assistance.................................................................. 3
Logging Onto the Web Site ............................................................................................................ 3
Register .......................................................................................................................................... 4
Request Account ..................................................................................................................... 6
Login ........................................................................................................................................ 7
Review My Profile - Update ........................................................................................................... 7
Create New Author/Create New Abstract ................................................................................... 10
Create New Author/Co-Author ............................................................................................. 10
Create New Abstract ............................................................................................................. 12
General Information ................................................................................................. 13
Authors...................................................................................................................... 14
Enter Body of Abstract .............................................................................................. 18
Export, Save, or Edit Abstract ...................................................................................................... 19
Export to Word ..................................................................................................................... 19
Save as Draft ......................................................................................................................... 20
Edit Abstract.......................................................................................................................... 21
Verification to Submit for Mentorship Review and Feedback ............................................. 22
View Abstract ........................................................................................................................ 24
Viewing Mentor Comments ......................................................................................................... 24
Submission Options...................................................................................................................... 26
Complete Abstract & Submit to Conference ............................................................................... 27
Create Additional Abstract ........................................................................................................... 29
Export Abstract............................................................................................................................. 29
Edit Authors.................................................................................................................................. 31
Additional Information ................................................................................................................. 31
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Call for Abstracts
The 2015 USCA Planning Committee has issued the Call for Abstracts to solicit proposals from
people working in the field of HIV/AIDS interested in convening a seminar, workshop, round
table or poster presentation at USCA. When preparing submissions, please follow all guidelines
outlined in this site and submit required materials on or before April 3, 2015, by 5:00 p.m.
(EST). The committee will notify everyone accepted as presenters well in advance of the
conference dates, and send them information concerning all applicable registration and/or
hotel discounts.
About the Abstract Mentor Program
The National Minority AIDS Council (NMAC) has developed this online abstract mentor program
with the goal of building HIV/AIDS research capacity in Communities of Color by supporting
efforts to increase the number and quality of abstracts for successful acceptance to 2012 U.S.
Conference on AIDS.
This program provides abstract writing assistance to individuals working in communities of
color throughout the United States, which include, but are not limited to, African American,
Latino/Hispanic, Native American/Alaska Native, and Asian/Pacific Islander communities. The
program supports HIV/AIDS research by providing young and/or less-experienced abstract
submitters the opportunity to have access to mentoring in research and writing.
This online abstract mentor program provides an opportunity for mentees to ask for feedback
from experienced abstract submitters who have been successful in abstract submission, review
and presentation. Through this online abstract mentoring system, individuals will have an
opportunity to have a mentor/trainer review their abstract who will be able to provide
feedback in order to improve the quality of the abstract and thus increase the chance of the
abstract(s) being accepted to the 2015 USCA conference. The abstract mentor program will be
open from February 25, 2015, through March 27, 2015, to assist in abstract preparation. The
2015 USCA abstract submission application closes on April 3, 2015.
General Rules
•
Mentees will be matched to mentors who can best provide feedback in the abstract
research area identified.
•
Mentors will provide feedback based on a set of guidelines, and will respond to practical
issues and formal requirements related to the abstract—specifically focusing on the
research methods, objectives, analysis, clarity, and language.
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•
Mentors cannot rewrite, edit, or make changes to the abstract. Mentors can only
provide comments/feedback to abstract submitters.
•
Mentees cannot ask mentors whether they think their abstracts are likely to be selected
by the USCA Abstract Committee.
Steps for Requesting Abstract Preparation Assistance
To request abstract preparation assistance, mentees must request a user account. Please
complete an account request form to have a user account set up and begin the mentoring
process. Once you have completed the account request form, you will receive your account
login information.
Logging Onto the Web Site
To log onto the Web site, you will need a computer with an Internet connection and a browser
such as Internet Explorer. Connect to the Internet and open your browser.
•
Log onto https://www.abstractcentral.org/nmac
The Home page displays.
•
Select Login from the menu at the top of the page.
The login screen displays. If you have already registered with the Web site, you can log in. If you
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have not registered, you will need to create an account (see Register).
•
To log in, type your E-mail address and Password, and click on Login.
Register
Mentees must register to create an account that will allow submission of up to two abstracts to
be reviewed by a mentor and a total of six for submission to the USCA conference.
•
To register, click on Register (in the menu bar or on the Login page), or click on create
an account on the Login page.
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The Create an Account form appears; fields in bold type are required.
•
Complete the account creation registration form.
•
Click on Continue at the bottom right of the form.
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A page comes up for selection of demographic information. This information is optional and for
statistical purposes only. Note that confidentiality of contact information and demographic
details provided including name, mailing address, zip code, telephone number, gender and HIV
status cannot be guaranteed.
Request Account
•
After you have filled in your demographic information, click on Create Account at the
bottom right of the form.
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An Account Verification screen appears stating that an e-mail has been sent with your
username and password.
Login
After receiving the account verification e-mail, follow the procedures described on pages 3–4
for logging onto the Web site.
Review My Profile - Update
If you need to update the contact information located in your profile, after logging into the
system select the Review My Profile link located on the My Dashboard page.
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After selecting this link, a screen will display contact information currently in the system. Select
the Edit button located at the bottom right of the screen to make changes to this information.
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Input your updated information and select the Save button located at the bottom right of the
screen.
Upon submission, a notification will appear at the top of the screen that the information has
been successfully updated and you will be returned to the My Dashboard page.
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Create New Author/Create New Abstract
After clicking on Login, the dashboard/homepage appears, with the options to Create New
Abstract or Create New Author*. The dashboard will indicate that you have not yet created
any abstracts and your name will be listed as a possible author/co-author.
*Author/Co-Author is defined as a person or persons who are involved in the research project.
If you are submitting the abstract, make sure all co-authors are aware of the submission and
approve of being listed on the abstract.
Create New Author/Co-Author
The Create New Author tab is not connected to a particular abstract and can be selected to add
a co-author to one or more abstracts. It also can be added after the abstract is created.
•
Select Create New Author
The Create New Author screen displays input boxes for entry of the author’s name, e-mail,
affiliation, city, country and any other contact information.
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•
Enter the author’s information.
You can save and proceed or cancel this action.
•
Select Save to proceed.
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From the dashboard, if you want to change the information added for the new author:
•
Click on the Edit icon
under Action.
Create New Abstract
•
Click on the Create New Abstract tab.
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The New Abstract page appears for entry of general information about the abstract.
General Information
•
Click in the General Information field.
A screen displays for entry of the title, format, track, submission type, presentation level, and
presentation type.
•
Enter the Title for the abstract.
•
Select the Format from the dropdown menu.
o Format 1 = Abstracts concerning a specific program, project or study
o Format 2 = Abstract addressing a broader issue area, problem or community
need
•
Select the Presentation Track from the dropdown menu.
•
Select the Submission Type.
o Note: Only those selecting [For Mentorship] will be provided with Mentor
feedback/comments. If you select [For Direct Submission], the abstract will
automatically be submitted to the USCA Abstract Committee.
•
Select the Presentation Level from the dropdown menu.
•
Check all that apply of the Presentation Type.
•
Click on Save & Continue at the bottom right of the screen.
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Authors
After selecting [Save & Continue], the Select Authors screen displays. You may now add one or
more authors to your abstract. If you have already added authors to your list of “My Authors”
from the main dashboard, the name or names will appear in the list with a checkbox next to
them.
•
To add an author to the list, click on Add Author.
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The Create New Author screen displays for entry of the author’s name and contact
information.
•
Enter the Co-Author’s information
•
Select Save to proceed.
After you select Save, the Select Authors page displays, with a Notice that information for the
author you added has been successfully updated.
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Select Authors
•
To choose the authors for the abstract, check the box next to the appropriate names
and select Save & Continue.
A Notice appears at the top of the screen indicating that the author selection has been
successfully updated.
Select Presenter
If Save & Continue is selected, a screen appears where you can Order the appearance of the
author names and for selection of Presenter if there is more than one author.
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•
Place your cursor over the author’s name until it becomes a double-arrow
click and drag to reorder the names.
•
You can remove authors from the list by clicking Remove next to the names.
•
To select the presenter, choose the presenter’s name from the dropdown menu and
click Save to remain on the screen or Save & Continue to proceed to the next step.
•
Select Save & Continue to bring up the screen for entry of the abstract body.
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. Then you
Enter Body of Abstract
The categories for entry of the
abstract are Objective/Topic,
Methods/Issues, Results/Learning
Objective, and
Conclusions/Strategies, Methods,
Models, Examples. There are boxes
under each category for comments
for the mentor. A word-processing
menu bar facilitates text entry.
•
Enter text in each category,
along with comments if
desired.
You can compress each section so
that you do not have to scroll down
each section.
•
Click on Hide in the field you
wish to compress.
Selection of Save allows you to view
the screen again with the text
entered. You can continue to enter
text if you wish.
Selection of Save & Continue allows
you to proceed to the Submission
screen.
•
Select Save to view the
screen again.
•
Select Save & Continue to
proceed to Submission of
the abstract.
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Export, Save, or Edit Abstract
The Submission screen displays the choices Export to Word, Save as Draft, Submit for Review,
and Complete Abstract.
Export to Word
You may export your abstract if you wish to open or save it in Microsoft Word format.
•
Click on Export to Word on the lower left hand side of the screen.
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Depending on the Web browser you are using, a pop-up message displays asking whether you
want to Open or Save the abstract in Microsoft Word format.
Save as Draft
Select Save as Draft if you want to save the abstract without submitting it for mentorship
assistance or submission to the conference.
•
Click on Save as Draft at the lower middle of the screen.
After clicking Save as Draft, your My Dashboard page will display with your new abstract listed
under Abstracts.
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The Status column will show that the abstract is in “Draft” and has NOT been submitted for
Mentor Feedback.
Edit Abstract
The Edit icon
under Action can be selected to edit General Information, Authors, and the
Body of the abstract.
•
Click the Edit icon
.
The abstract General Information page will open and can be edited.
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•
Click on Authors to add or delete authors.
•
Click on Body to edit the abstract text.
•
Click on Submission to submit the abstract for review.
•
Click on Save & Continue to proceed to submitting your abstract for review.
Delete an Abstract
The Delete icon
under Action can be selected if the abstract is still in “Draft” status and
you want to remove it from your account.
•
Click the Delete icon
.
Submit for Mentorship Assistance
Select Submit for Mentorship if you are ready to submit your abstract for review by a mentor.
You may submit your abstract for second review after you make changes to it based on
feedback from your mentor.
•
Click on Submit for Mentorship on the lower right hand side of the screen.
Verification to Submit for Mentorship Review and Feedback
A small screen entitled Submit Abstract for Review pops up requesting verification that you
would like to submit the abstract for review and stating that once you submit it, you will not be
able to change it until the mentor completes a review.
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Select Yes or No.
•
If you do not wish to submit your abstract for review, click on the No button.
Selection of No takes you back to the abstract.
•
If you wish to submit your abstract for review, click on the Yes button.
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Selection of Yes brings up the My Dashboard page showing the status of your abstract, with a
Notice that your abstract has been successfully submitted for review.
You will also receive a message from the USCA Abstract Assistance office stating that after the
mentor completes the review, you will receive an e-mail notification regarding the
recommended changes, and to contact NMAC if you do not receive a response within
4 business days.
View Abstract
If the abstract is Complete or Awaiting Feedback, only the Details icon displays. Selection of
the Details icon
allows viewing the abstract without making changes. You can export the
abstract with or without comments and open or save the abstract in a Microsoft Word format.
Viewing Mentor Comments
Once your mentor has reviewed and submitted comments on your abstract, you will receive an
e-mail notification to log onto the Web site to view this information. Follow the procedures
described on pages 3–4 for logging onto the Web site.
Once you log on, the My Dashboard page displays. The Edit icon
the Details icon
is in progress.
will again appear next to
. The Status will display as “In Progress” indicating the mentorship process
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•
Use the Edit icon
•
Select the [Save & Continue] buttons to move to Section 3. Body to view the
mentor’s feedback and suggestions.
•
The body of the abstract is displayed and the mentor’s feedback/response is visible
under the green Comment boxes. You can now makes desired revisions in the
appropriate sections of the abstract, and/or you can type comments in the green
boxes.
to edit the abstract and view the mentor’s comments.
Enter YOUR
comments or
questions here
Mentor’s
feedback
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•
Mentors can provide up to two cycles of review for each abstract.
•
To view the text of the abstract, click on Details icon
under Action for that abstract.
The abstract displays on the screen.
•
To view abstract with the mentor’s comments, select Edit and select the [Save &
Continue] buttons to move to Section 3. Body to view the mentor’s feedback and
suggestions.
Submission Options
•
Select Save & Continue if you want to continue to work on your abstract and/or send
comments to your mentor.
•
Select Submit for Mentorship if you want to send your updated abstract and/or
comments to your mentor for another review round.
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The mentor will be notified you have submitted an updated abstract and/or comments. The
abstract status will appear as Awaiting Feedback on your dashboard home page.
Once the mentor has submitted a response, you will be notified by e-mail and the status will
change to In Progress on your dashboard home page.
•
Select Submit to Conference if you are satisfied with your abstract and are ready to
submit for review by the USCA Abstract Committee for presentation at USCA.
Complete Abstract & Submit to Conference
Select Submit to Conference if you are finished working on your abstract.
•
Click on Submit to Conference on the bottom right of the screen.
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Verification to Complete Abstract
A small screen entitled Complete Abstract pops up requesting verification that you would like
to complete the abstract and stating that once you complete it, you will no longer be able to
change it or submit it for review, but you will still be able to view the abstract, as well as
download it in Microsoft Word format. (See Export to Word in the previous section.)
Select Yes or No.
•
If you still want to be able to make changes to your abstract, click on the No button.
Selection of No takes you back to the abstract.
•
If your abstract is complete, click on the Yes button.
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Selection of Yes brings up the My Dashboard page showing the status of your abstract, with a
Notice that it has been successfully completed.
You also will receive an e-mail from the USCA Abstract Assistance office stating that the
abstract has been submitted for USCA.
Create Additional Abstract
After you have created one abstract, you can create a second one for mentorship at any point
in the process by going back to the My Dashboard page. In addition, information about your
abstracts and authors will be listed on that page and can be edited or reviewed.
Export Abstract
•
To export an abstract, click on the Details icon
page.
•
Select Export Abstract or Export Abstract with Comments.
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under Action on the My Dashboard
Depending on your Web browser, a pop-up message displays asking whether you want to Open
or Save the abstract in Microsoft Word format.
•
Click Open or Save.
A Microsoft Word version of the abstract displays to be opened and/or saved.
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Edit Authors
Information about authors can be updated by selecting the Edit icon under Action on the My
Dashboard page.
•
Click on the Edit icon.
The Edit Author screen appears.
•
Edit the author’s information.
When you have finished editing the author’s information, you can save or cancel your changes.
•
Select Save to save your changes.
•
Select Cancel to cancel your changes.
Additional Information
If you have created the maximum two abstracts, the Create New Abstract option will not
display. Create New Author can then be selected to add an author to one or both of your
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abstracts.
The menu at the top of the Home page includes suggested Abstract Resources and links for
mentees; a Contact screen to input feedback, questions, and comments; and FAQs for
mentees.
Mentors can provide up to two cycles of review for each abstract.
Mentees can submit up to two abstracts for mentorship assistance and up to a total of six
abstracts for consideration for presentation at USCA.
For additional information about using the Web site, please contact the USCA Abstract
Assistance office at [email protected] or call 202-483-6622.
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